Defining Meeting/Session Product Session Requirements

Defining Meeting Product Session Requirements

This task defines the equipment and supplies needed for a meeting/session.

To define the session requirements:

1. From the Personify360 main toolbar, select Products > Product Central.
The Product Maintenance search screen displays.

2. Click Search to find a product or click Create New Product.

3. From the Subsystem Specific task category, click Session Requirements.
The Session Requirement Inventory screen displays, as shown below.

4. Click Add Requirement.

5. Select the Requirement from the drop-down.

6. If necessary, select the Sub-Requirement from the drop-down.

7. Enter the Used Quantity.

8. Select the Requirement Status from the drop-down.

9. Select the Currency from the drop-down.

10. If necessary, click the Vendor link and search for the customer who will provide the requirement.

11. If necessary, click the Staff link and search for a staff member who is responsible for setting up the requirement.

12. The Begin Date and End Date drop-downs are automatically populated with the begin and end date and times of the meeting. If necessary, change these dates.

The session requirements MUST fall between the meeting begin and end dates.

13. Enter the Cost.

14. Enter any Comments.

15. Click Save.

Screen Element	Description
Session Level Equipment and Supplies
Add Requirement	Button. When clicked, a row is added to the Session Level Equipment and Supplies table and the corresponding fields are enabled to add an inventory item.
Delete Requirement	Button. When clicked, the highlighted row from the table and the information entered in the Inventory Detail fields are deleted.
Inventory Detail
Requirement	Drop-down. The type of requirement being provided. For example, computer equipment, light cannon, or food service.
Sub-Requirement	Drop-down. A requirement type can be sub-coded. For example, a specific type of computer equipment, a specific meal, etc.
Used Quantity	Text box. The number of this item required. Default to 1.
Requirement Status	Drop-down. The status of the request. Values are “Reserved” and “Requested.” The default is “Reserved” if the item is available, and “Requested” if the item is unavailable.
Currency	Drop-down. The currency code of the cost figure. Defaults to the base currency of the system.
Vendor	Link. The supplier that is providing the inventory requirement.
Staff	Link. The person responsible for setup of the requirement. ID is an option, but when filled in, will populate the name.
Begin Date	Drop-down. As of 7.5.2, this field automatically populated with the date and time range defined for the meeting on the General Setup screen. If necessary, change the date and time range during which this item or service is available to start. The session requirements MUST fall between the meeting begin and end dates.
End Date	Drop-down. As of 7.5.2, this field automatically populated with the date and time range defined for the meeting on the General Setup screen. If necessary, change the date and time range during which this item or service is available to end. The session requirements MUST fall between the meeting begin and end dates.
Cost	Text box. The cost of the item. This is for reference only and is not used for any financial transaction creation.
Comments	Text box. Free-form field used to add additional comments about the session requirements.